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General Information

  1. Eligibility. Any exhibitor whose proposed exhibit is in keeping with the educational intent of the ACHCA may apply for space. ACHCA reserves the right to reject any application which, in its judgment, does not meet the criteria.

  2. Hotel: You are strongly encouraged to utilize ACHCA's room block.  By doing so, we are able to reduce overall costs associated with the conference allowing us to offer special events that are included in registration. 

Vendor/Exhibitor Registration

  1. Exhibit Badges: No one will be permitted in the exhibit area, meeting rooms or other conference areas without a badge. Advance registration is available to exhibitors. Exhibit representatives who do not pre-register must complete on-site registration and submit proof of company affiliation. Name badges will be issued under the exhibiting company name only. All on-site exhibit badge registrations for exhibiting companies will incur a$150 registration fee. Continuing education credit can be purchased at an additional cost of $215 per badge. Additional badges must be paid for in full in advance or on-site; badges will not be invoiced.

  2. Non-exhibiting vendors: Non-exhibiting vendor representatives, may attend as a conference registrant by purchasing one of the registration packages available at www.achca.org. Representatives of companies that have not purchased an exhibit space will not be allowed to show products, discuss services, distribute materials/handouts or otherwise solicit business in the conference area. Violators will be escorted from the conference area and will not be permitted to re-enter for the duration of the conference.

Policy on Ancillary Events

Companies are encouraged to take advantage of the conference exhibit and sponsorship opportunities offered by ACHCA, however, participating companies may host an ancillary event. All ancillary events must be approved in advance by ACHCA (60-days prior to start of the conference). Ancillary events may not conflict with any official ACHCA events, educational programming or exhibition hours. Educational/Speaker programs may not be offered at meetings or events outside of official ACHCA programming. Any company holding an ancillary event in conjunction with an ACHCA conference that fails to abide by the policy will be subject to a penalty (reviewed on a case by case basis) or may be prohibited from participating as an Exhibitor or Sponsor at a future ACHCA conference. Ancillary events at ACHCA’s conferences are functions that involve ACHCA meeting attendees but are not planned, executed, or sponsored by ACHCA. This includes, but is not limited to: district/chapter meetings, customer events, focus groups, hospitality functions, any formalized forum presenting information, and networking dinner meetings with more than 15 ACHCA attendees.

 

Space Rental 

  1. Assignment of Space: Priority in booth selection is given to ACHCA business affiliates, partners, sponsors and previous years exhibitors. All other exhibit spaces are assigned based on the date the application and payment are received, requested preferred location, and specifications outlined in the application.

  2. Floor Plan: ACHCA reserves the right to make modifications as may be necessary to the floor plan to meet the needs of ACHCA, the exhibitor and the program.

  3. Terms of Payment: Full payment of the total rental is required with the application. Any applications received without the accompanying payment will be held for five (5) business days. After five days the requested space(s) may be sold to another qualified applicant. No space will be considered definite unless accompanied by the payment.

  4. Failure to Pay: Failure to pay in full by the appointed dates specified in the prospectus will result in cancellation of contract and loss of assigned space.

  5. Cancellation: No request for cancellation shall be acknowledged unless received in writing at the ACHCA National Office by the dates listed as follows. After January 1, 2025, 50% of the booth cost will be refunded. After January 1, 2025 there are NO refunds. Agreements with full payment are due by February 1, 2025.

Exhibit Space Provisions

  1. Furnishings and Services: Exhibit does not include electricity or Internet. Information to order this at your space will be provided. Additional furnishings will not be available for rental.

  2. Installation and Dismantlement of Exhibits: Installation and dismantlement of exhibits must occur during the dates and time specified in the prospectus. No exhibit may be installed after the exhibition opens, unless approved by Show Management. Exhibit spaces may not be dismantled until the official close of the show, unless approved by Show Management. Failure to observe this rule may jeopardize the exhibitor’s right to exhibit at future ACHCA exhibitions. All empty crates must be properly labeled with company name and booth number and removed by the official contractor from the exhibit floor.

  3. Failure to Occupy Space: Any exhibit space not set and/or occupied by the close of the installation period is subject to forfeiture by the exhibitor and loss of refund. If the exhibit is available, but not erected by the specified deadlines, ACHCA may assign labor to erect the display and bill the exhibitor for any labor charges incurred. Exhibit spaces must be maintained by at least one company representative at all times during show hours.

  4. Use of Space: Exhibitors are not permitted to sublet or share space. All activities must be confined to the limits of the rented space. ACHCA may evict exhibitors who through conduct, method of operation, or other distraction detract from the educational nature of the exhibit. Should the eviction occur, exhibitor forfeits all monies paid and are not entitled to a refund.

  5. Appearance of Exhibits: Unfinished side or end panels must be draped at the exhibitor’s expense. ACHCA reserves the right to fix exhibits which detract in any way from the overall appearance of the exposition, and will bill the exhibitor accordingly.

  6. Labor: Exhibitors must employ only accredited labor for all work other than that properly handled by their own personnel in accordance with local labor regulations. If a contractor other than the official service contractor is used, ACHCA must be notified six weeks prior to the official move-in date and must be provided with a general insurance certificate, or the contractor will not be permitted to service the exhibit.

  7. Rules, Laws, Fire and Safety Regulations: Exhibitors shall comply with all applicable laws and with the rules of the Convocation and Exposition facility. Each exhibitor agrees to be knowledgeable of and in compliance with all ordinances and regulations pertaining to health, fire prevention, and public safety codes established by the city in which the exposition is held. No combustible material may be stored in or around the exhibit. In addition, fire regulations require all decoration material to be flameproof.

Security Liability/Insurance

  1. Security: Full responsibility for the protection of exhibit equipment, signs, and all other materials in the booth remains with the exhibitor. After exhibit hours, only properly identified exhibit personnel with ACHCA permission may enter the exhibit areas. Security will not be provided at any time, so any items with or without value should not be left out.

  2. Liability: The exhibitor agrees to fully protect, indemnify, defend and save ACHCA, Kingston Resorts, the city of Myrtle Beach the state of South Carolina, its employees and agents harmless against all claims, losses, or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by ACHCA’s installation, removal, maintenance, occupancy or use of the exhibition premises or any part thereof, excluding any such liability caused by the negligence of ACHCA, Kingston Resorts, the city of Myrtle Beach, the state of South Carolina, its employees and agents.

  3. Insurance: Exhibitors acknowledge that ACHCA and the Kingston Resorts do not maintain insurance covering exhibitor property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage covering such losses by the exhibitor.

  4. Protection of Exhibit Facility: Exhibitors shall not deface any part of the exhibit facility. Nothing may be posted, nailed, affixed or otherwise attached to any part of the walls, floors, ceiling, furniture, or other property of the facility. Any costs arising out of negligence on the part of the exhibitor, its agents, or employees will be the sole responsibility of the exhibitor.

Cancellation of Expo

In the event the Exhibit Show is canceled due to circumstances not within the control of ACHCA such as fire, acts of God, labor strikes, picketing, civil disturbances, shortage of materials, curtailment of transportation facilities, or governmental intervention which materially affect either ACHCA or the facility to hold the exhibit show, then a refund of fees paid to ACHCA will be remitted to the exhibiting company less a $150 processing fee, and less any actual expenses incurred by ACHCA if the cancellation is made 60 days or fewer prior to the installation date specified in the prospectus.